The Development of a Web Based Database Applications of Procurement, Inventory, and Sales at PT. Interjaya Surya Megah

The objective of this research is to develop a web based database application for the procurement, inventory and sales at PT. Interjaya Surya Megah. The current system at PT. Interjaya Surya Megah is running manually, so the company has difficulty in carrying out its activities. The methodology, that is used in this research, includes interviews, observation, literature review, conceptual database design, logical database design and physical database design. The results are the establishment of a web-based database application at PT. Interjaya Surya Megah. The conclusion is the company can be easier to run the day-to-day activities because data processing becomes faster and more accurate, faster report generation and more accurate, more secure data storage.


INTRODUCTION
With the development of information technology nowadays, the need of a fast and accurate supporting process already becomes a common need.Information technology has opened opportunities for every company to be able to increase the performance.However, there are still several companies that run its activities manually.There are several problems faced while using that manual system, either related to data process, data storage, or data integration.Database technology, as one part of information technology, can help companies to solve the problem.Database is a data collection that logically connects to each other and also the description of the data; it is designed to fulfill the need of information from an organization [1].Meanwhile, according to Ref. [2], database is a collection of data that are organized and logically related.
PT. Interjaya Surya Megah is a company in the field of sparepart machine sales, includes dynamo motor, gearbox, and power generator.At PT. Interjaya Surya Megah, the making of reports are still done manually, so error data input still happens, includes error units, prices, and inventory inputs that are still not accurate, caused by the error of the records, losing data that caused by neglecting the storage, data searching, that is not efficient, causing the report should be re-done, and the report is not appropriate in the end.The activities of sales and procurement are atill using manual system, by interacting face to face between the buyer and the seller, which is not effective, especially for the buyers from out of the town.The making of the report takes a very long time because the data should be submitted manually from the related unit to be processed again and to be provided into the required format.The data, saved in physical files, are at risk to be quickly broken.The safety of data that is difficult to be controlled, because the access is easy for physical document by the party who is unauthenticated.According to Ref. [3], procurement is an attempt in a company for the procurement of goods, needed by the company.
With the background, PT.Interjaya Surya Megah has to change the process, which is until now still done manually, to be the process, supported by web based database application, which provides facilities not only for the company, but also for the customers.

METHOD
Library research for books and literature, related to the topic that will be discussed.Then, doing an interview with related parties in the company, includes the identification of related documents, in order to obtain the image of the ongoing system, and the identification of the needs and the problems that is faced.Then, directly observing the process of procurement, inventory, and sales, that are running now in PT.Interjaya Surya Megah.Designing the database by making the conceptual model, logical model, and physical model.And also, designing the application by making the menu structure, the design of user display, and the transition diagram (STD).For nearly two decades, PT.Interjaya Surya Megah has been a single roof service resource for various needs of diesel machine, electricity powerhouse, gearbox, electric motor, and any other technical requirements in varied industries.The commitment of PT.Interjaya Surya Megah is to increase high quality products and the best service that made PT.ISM was trusted to be the sole agent from various well-known products from the trusted world's companies.For the company itself, the satisfaction of customers is the main priority; therefore, PT.ISM always keeps our credibility and professionalism, by providing not only product, but also solutions for the need of your power and transmission.From the center office in Surabaya to the branch office in Jakarta, also the representative offices in Manado and Makasar, we are continuously trying to reach consumers by creating distribution networks in big cities in Jawa, Sumatera, Kalimantan, Sulawesi, and Bali.

RESULTS AND DISCUSSION
The growth of the company, demands an information technology support, especially the implementation of web based database application, so it can help the company in running the activities.This web based application is expected to also be able to help the customers for the transactions with the company, as the benefit that can be obtained from a e-commerce.E-commerce is an approach that is more intelligent for doing businesses, and the best approach for organizations to manage their activities, as part of integrating from their approaches, to develop and maintain the relationship of customers [4].Secretary can ask to check the supply of goods to the warehouse manager.
The Warehouse manager gives a report of the availability and the unavailability of goods in the warehouse.If the goods are available, then the secretary can continue to the process of sales.If the goods are unavailable, then the warehouse manager makes a report of the unavailability of goods.
The secretary obtains a report of unavailable goods supplies, and after that the secretary makes and sends the PO to the factory.
After the factory get the PO, it directly sends the goods to the warehouse, and the warehouse checks the goods' conditions and makes a report to the secretary.
The secretary does the payment, after the goods are accepted.The secretary makes a list of goods to be restocked for the sales staffs, by looking at the goods which are often bought by the customers or the orders from the customers.

The Procedure of Goods' Inventory Management
The warehouse staffs checks the goods' supplies, if the goods are unavailable, then the warehouse staffs makes a report of the unavailability of the goods to the warehouse manager, and the warehouse manager makes a purchase of the goods to the factory.
If the goods are available, the warehouse staffs makes a report of the goods, that comes out, that will be sent to the warehouse manager, and then the warehouse staffs will make a repot of goods' supplies update that comes out to the warehouse manager.
The warehouse manager obtains a report of the goods that comes out.

Descriptions of fig 3:
The salesman offers the goods to customers.The customers order the goods from the salesman, and after receive their orders, the salesman makes the orders that are sent to the supplier.The supplier send the PO to the secretary.After receiving the orders, the secretary should check the goods' supplies to the warehouse.If the goods are available, the secretary should make an invoice, and send the goods to the customers.If the goods are unavailable, the warehouse will do the purchase from the factory.
After the customers receive sales invoices, then the customers should check the goods' condition whether it is appropriate or not.If it is appropriate, the customers should do the payment and send the proof of payment to the secretary.The secretary receive the proof of payment.

The Problems
The problem, faced by PT HPI Agro in doing the asset management with the running system, are: Customers are able to buy the goods only if they order the goods through the salesman of directly come to PT. Interjaya Surya Megah, so it takes more time.The difficulties in making the report of the goods' availability, the report of finance, sales, and procurement, are caused by the input of data is still manually done.There is a risk to lose data, if it occured an error in the input of data, because the recording system is still manual.

Database Design Conceptual Model
In determining data conceptual model, the things conducted include identification entities, relation of an entity, attributes into the dictionary of data, determine the domain of every attribute entities, and also determine the primary key of every entities.Here follows the explanation of the things in data conceptual model.

The List of Attributes
In this stage, all the attributes of each entities are explained, based on its type of data, its length of type of data, possible or not for NULL value, and possible or not for multi value.

The Domain of Attributes
In this stage, the possible values are identified to fill the attribute domain.As an example, for every Ids are using the characters 'A' to 'Z' and numbers '0' to '9'.Meanwhile, for the names and descriptions, it can use space or period.The Relation of Entities From all the stages before, then it is obtained a conceptual Entity Relationship Diagram (ERD), which has been equipped with primary key.Next, from the obtained conceptual data model, the logical data model is made.After the validation is done with the user transaction, ER is obtained as follows: After conducting the stages, the obtained ERD is as follow:

Estimate of Storage Media
For the need of the allocation of data storage media, it is done an estimate based on the attribute's condition and the growth of data.The requirement of all the data storage for one year 7 3 9 4 4 0 b.

Users Evaluation X
The design of implementation at PT. Interjaya Surya Megah is done in the period of time on the figure above.Moreover, the specification of the needed system is determined, includes computer, network, and no forget the personnel, and also the safety that is needed, so that the system can run properly.In the implementation, it is also determined how the process of backup and recovery that is applied on the system.

Evaluation
The evaluation of the database application at PT. Interjaya Surya Megah is running well.There are five criteria that are used in the evaluation, namely: (1) Domain Integrity: the attributes has already been filled based on the domain that is determined in the design; (2)Entity Integrity: there is no primary key that worths NULL, and has duplication on strong entity; (3) Reference Integrity: the attributes has run in accordancewith the reference integrity provision; (4) Entreprise Constraint: the limitation of the company is running well; (5) Security: the right of access has been distributed in accordance with the levels of the users.

CONCLUSION
With a database application at PT. Interjaya Surya Megah, it can be concluded that the risk of errors, like the error on processing data, can be reduced.Information retrieval can be obtained faster and more accurate, so the efficient of time and service for the customers increased.The making of the report can be done faster and more accurate.The level of data safety is more secure because only the concerned employees who can access the data.The process of making the report can be easily and quickly obtained.

Fig 1 :
Fig 1: The Procedure of Procurement

Fig 2 :
Fig 2: The Procedure of Goods' Inventory Management

4 .
Training for users X in Manado; and obtained an award from MWM Motores Diesel Engine in Brazil.In 2009, PT.Interjaya Surya Megah opened a representative office in Makasar.In 2010, PT.Interjaya Surya Megah opened a representative office in Semarang.In 2011, PT.Interjaya Surya Megah opened a representative office in Cikupa.

Table 1 :
The List of Entities

Table 2 :
The Relation of Entities

Table 3 :
Determining Primary Key